Executive Assistant III

Job Title

Executive Assistant III

Agency

Texas A&M Agrilife Extension Service

Department

Associate Director - Adminstration

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

About Texas A&M AgriLife

Texas A&M AgriLife is comprised of the following Texas A&M University System members:

• Texas A&M AgriLife Extension Service
• Texas A&M AgriLife Research
• College of Agriculture and Life Sciences at Texas A&M University
• Texas A&M Forest Service
• Texas A&M Veterinary Medical Diagnostic Laboratory

As the nation’s largest most comprehensive agriculture program, Texas A&M AgriLife brings together a college and four state agencies focused on agriculture and life sciences within The Texas A&M University System. With over 5,000 employees and a presence in every county across the state, Texas A&M AgriLife is uniquely positioned to improve lives, environments and the Texas economy through education, research, extension and service.

Click here to learn more about how you can be a part of AgriLife and make a difference in the world!

Position Information

We're seeking an Executive Assistant III, under direction, to provide administrative support to the AgriLife Extension director, including special events, projects, initiatives and programs. This position provides leadership in planning, directing, and evaluating Extension operations; functions as a high-level agency liaison; and exercises discretion and independent judgement with respect to matters of significance.

Responsibilities:

Leadership:

Communicates agency objectives, tasks, and decisions to staff on behalf of an executive. Researches and manages special projects. Maintains professional working relationships with administrators and staff on the national level. Maintains professional working relationships and communication with Texas A&M AgriLife Extension Services faculty and staff across the state and faculty and staff in the Vice Chancellor’s office, College of Agriculture and Life Sciences, Texas A&M AgriLife Research, Texas A&M Forest Service and Texas A&M Veterinary Medical Diagnostic Laboratory. Interacts with TAMU/TAMUS faculty and staff including office of the Chancellor, President, and Board of Regents. Makes arrangements for dignitaries and other distinguished visitors, as well as potential employees visiting the campus and welcomes them on behalf of the administrator.

Serves as office manager and coordinate monthly meetings with administrative assistants to discuss issues affecting the daily operations and services of the administrative offices, review meeting dates, computer issues, student workers, professional development training opportunities, etc. Participates in Teaching, Research, and Extension (TRE) assistants’ meetings, AgriLife conferences and other meetings as required. Serves as AgriLife People and staff functions. Serves on committees as directed by the Director. Provides supervision of student(s) assigned to this office.

Administration:

Provides direct support to the director of AgriLife Extension. Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel. Prepares travel arrangements and itineraries; and approves and processes travel reimbursements. Formulates, interprets, and implements policies, rules, and regulations. Acts as administrator’s representative in dealing with third parties.

Oversees with strict confidentiality all files, correspondence, legal documents, and information regarding sensitive personnel and organizational issues, litigation, complaints, appeals, and disciplinary actions.

Oversees the review and evaluation of administrative practices and programs and formulations policies. Conducts research for and briefs administrator prior to meetings and events. Serves as liaison and point of contact for the administrator. Provides backup to the Executive Associate Director’s assistant. Assists in the resolution of complex, highly sensitive, and confidential administrative matters. Collaborates with Executive Associate Director on Extension and office operations.

Personnel, Budget, and Strategic Management:

Compiles reports, maintains records and other documents, and coordinates special events. Evaluates documents submitted for administrator’s signature. Provides support for long-range planning and scheduling activities. Provides expert advice to management. Oversees the preparation of reports, manuals, and publications. Oversees administrative assignments, programs, and other administrative matters. Coordinates and monitors actions items for administrator. Identifies and recommends improvements for administrative procedures and makes evaluative judgements in implementing changes.

Required Qualifications:

• Bachelor’s degree or equivalent combination of education and experience.

• Six years of experience in office administration.

• Computer competencies required.

• Possess strong interpersonal skills and the ability to work well in a team.

• Ability to communicate effectively.

• Ability to establish effective working relationships.

• Ability to plan and organize effectively.

• A desire to learn and take on new challenges.

• Working knowledge of word processing, spreadsheet, and database software programs.

• Ability to handle multiple projects and work cooperatively with others.

• Ability to approach all tasks with a mindset of collaboration and respect. Ability to actively listen to feedback and seek input from colleagues, recognizing that great ideas can come from anyone.

•  Strong drive - to achieve goals and continuously improve. Initiative - in pursuing new challenges and opportunities for growth, demonstrating a proactive attitude towards work.

•  Ability to apply critical thinking and emotional intelligence in decision-making. Ability to navigate complex situations with sound judgment and communicate effectively with team members and stakeholders.

Preferred Qualifications:

• Bachelor’s degree.

• More than six years of experience in office administration.

• Working knowledge of Microsoft Office and especially TEAMS.

• Strong written and verbal communication skills.

• Strong organizational skills.

Other Requirements and Factors:

• Some evening or weekend work may be required, as needed.

• Requires travel to various counties within Texas.

Why Work at Texas A&M AgriLife?

When you choose to work for Texas A&M AgriLife, you become part of an organization that is an established leader in agriculture and life sciences with a wide range of capabilities to meet the needs of our statewide, national, and international constituents.

In addition, Texas A&M AgriLife offers a comprehensive benefit packing including the following:

• Health, dental, vision, life and long-term disability insurance with Texas A&M AgriLife contributing to employee health and basic life premiums 

• 12-15 days of annual paid holidays

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month

• Automatic enrollment in the Teacher Retirement System of Texas

• Employee Wellness Initiative for Texas A&M AgriLife

Applicant Instructions

Applications received by Texas A&M AgriLife must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to prepopulate the online application.

Required Documents

CV/ Resume

Cover letter

List of references

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.